Purchasing

The underlying principle for the purchase of goods and services by the University is thus:

The authority to commit the University to a Contractual Agreement rests with only certain people in the organization, i.e. the Treasurer and the Purchasing Agents of the University.

With this principle in mind the Columbus Campus is only able to access the funds of the University as allowed by the procedures of the Purchasing Department and the Policies of the Board of Trustees of Indiana University.

The Office of Finance and Administration at the Columbus Campus is given authority only to follow the procedures of the Purchasing Department. Privileges may be withdrawn if procedures established by the Purchasing Department are not followed.

Purchasing has given Columbus Campus certain methods to accomplish the purchase of goods and services while maintaining the authority for those purchases. Listed below are those procedures.

1. The Purchase Order -- To be used for Purchases of goods and services in an amount greater than $500. No agreement is in effect until the Purchase Order is issued by Purchasing. The Purchase order can be used for one time purchases or multiple purchases in the case of the use of a blanket purchase order. The Office of Finance and Administration is to be contacted before any purchase is made. After the request is made a purchase order is issued by purchasing if approved by purchasing. The Purchase Order may also be used for purchases of goods and services of less than $500 if other procedures are not appropriate.
2. Procurement Card -- This is a credit card type instrument that is used to purchase goods of less than $500 in value. Other restrictions are also in effect. The card cannot be used to purchase food, hospitality, automotive supplies and repairs, postage, plants and flowers, gases and controlled substances. The Office of Finance and Administration should be consulted prior to using the Procurement card.
3. Direct Reimbursement -- Payment made to an individual for purchases made. Purchases of more than $100 will not be reimbursed for the sales tax portion. No reimbursement of more than $500. Any reimbursement of more than $500 will mean that the individual will need to make the request directly with purchasing at IUPUI.
4. Any purchase of food is subject to several restrictions. The Office of Finance and Administration should be contacted before making any arrangements to purchase food.